Overview
Administrative & Office Specialist III Jobs in Norfolk, VA at Norfolk State University
Firm Mission Statement
Our mission is to change as many lives as possible by offering immigration solutions even in the most difficult cases. We look at all possible options to keep our clients in the United States with their families where they belong. We stand ready to fight even when success seems unsure because we understand how much better life can be with the dignity and peace of mind that comes with having documents.
Position Overview
The Intake Office Coordinator is responsible for supporting the intake process for both new and existing clients at the firm. This individual values the importance of providing a red-carpet experience for our clients. In this role, the individual assists with coordinating communication between clients and multiple departments, handling client inquiries, and assisting or delegating requests from clients to the appropriate departments. This candidate should have strong customer service and problem-solving skills, and be fluent in both English and Spanish.
Essential Job Functions & Responsibilities
Client Intake:
o Greet and assist clients upon arrival
o Conduct initial assessments and gather necessary information to assist clients
o Verify client documentation by collecting ID or other necessary information
o Take client fingerprints following the intake appointment
o Submit fingerprints to FBI
o Scan/upload fingerprints and authorization forms into the case management system in a timely manner
o Scan client documents into case management system as necessary
o Prepare intake folders to be used by Intake Specialists
o Prepare and mail Welcome Kits to clients
o Scan contracts into case management system following signatures
Client Support:
o Answer and direct incoming calls to the appropriate department or team member
o Confirm upcoming appointments for clients and reschedule as needed
o Ensure client welcoming area is clean, organized, and replenished with appropriate snacks
o Collect client payments and ensure all money handling safety procedures are followed
Responsible for ensuring customer satisfaction based on the key performance indicators (KPI’s) established by leadership
Complete inventory of office supplies, as needed
Essential Skills, Knowledge & Abilities
Possesses excellent bilingual (English and Spanish) interpersonal and communication skills, both verbal and written
Proficient in Microsoft Office Suite
Ruthless attention to detail
Excellent organizational skills
Ability to work independently and proactively
Ability to multitask and prioritize work
Minimum Qualifications
Must be bilingual in Spanish and English
1-3 years’ experience in customer service preferred
High school diploma or equivalent experience
Schedule: Monday to Friday / 8:30 am – 5:30pm
Payrange: $19 – 21 / per hour
Title: Administrative & Office Specialist III
Company: Norfolk State University
Location: Norfolk, VA
